POSITION SUMMARY

The Administrative Assistant will support the Orange Lutheran Online (OLO) program by performing office support, clerical, and other responsibilities of both a general and specialized nature.  Training is available for specific responsibilities, systems, and software platforms.  NOTE:  This is an on-campus position located at Orange Lutheran High School, Orange, California.

Reports to: Dean of Online Learning

Supervises: No supervisory duties

ESSENTIAL DUTIES

Office Support:

• Provide administrative support to the Dean of Online Learning and OLO Office
• Gather, organize, and maintain OLO data on student enrollment, student enrollment by product, instructor hours, instructor contact information, and other data needs as requested
• Assist with instructor payroll as follows:
  • Monitor hourly instructor time and approve time stamp changes
  • Send payroll reminders prior to pay period end
  • Track instructor time at request of Dean of Online Learning
• Assist with payments to Independent Contractors as follows
  • Track payments to independent contractors
  • Prepare payment requests for approval by Dean of Online Learning
• Update Add/Drop sheet for each session, adjust student names as needed, and monitor enrollment formula
• Freshmen Registration spreadsheet for use by OLO Academic Advisors at start of each school year
• Additional duties as assigned

Responsibilities at the start of each term:

• Collaborate with Dean of Online Learning to create, distribute, collect, and manage instructor teaching invitations and course assignments
• Collaborate with OLO Academic Advisors to build class sections into the Add/Drop List and assign students to course sections
• Set up Powerschool to prepare for term, including creating class sections, adding instructor names, etc.
• Coordinate textbook needs and e-text access for students and instructors
• Create Advisor List for Instructors
• Add course titles, instructor names, and course codes to Brightspace courses once copied
• Coordinate OLO Family Information Night, including invitation, RSVPs, and check-in list

Responsibilities at the end of each term:

• Coordinate Final Exam process, including
  • Creation of the final exam schedule and student numbers
  • Set final exam schedule to align with student schedules
  • Coordinate all aspects of Senior Opt Out for Spring Finals
  • Procure rooms and proctors for exam dates
  • Create seating charts and passcodes for students
  • Create and send student announcements and forms
  • Collaborate with IT on exam details and needs, including laptops
  • Share all exam information for OLO Academic Advisors and proctors
• Send Student Experience Survey and reminders at end of semester terms
• Update end-of-term enrollment information

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education

Some college education preferred but not required

Experience

Experience in an office setting and familiarity with Google Suite of products, including Google Docs, Google Sheets, Google Forms, etc.; strong organizational skills; excellent knowledge of spreadsheets.  A combination of education and experience that demonstrates the knowledge, skills, and abilities to perform the duties described above. 

Online or technology-related experience not required.

LICENSES, CERTIFICATES, AND CLEARANCES

• Valid Fingerprint, CPR, TB, and First Aid Certifications
• Ministry Safe Clearance

KEY COMPETENCIES

Knowledge

• The ministry mission, vision, core values, and educational requirements of an Orange Lutheran education
• The process, key requirements, and unique aspects of online education
• Use of personal computer or MAC and common programs for email, browsing, word processing, and record-keeping

Skills and Abilities

• Outstanding written and verbal communication skills: actively and effectively listens; keeps relevant people accurately informed and up to date; encourages open expression of ideas and opinions
• Outstanding interpersonal skills: establishes effective, professional, and positive relationships with students, parents, and teachers; establishes trust; is approachable; respects the opinions of others
• Effective Problem-solving skills: works to improve and reinforce performance and enhance systems
• Outstanding teamwork and collaboration skills
• Demonstrates caring for students and seeks to put Orange Lutheran in the best light

This job description intends to provide a representative summary of the essential functions that will be required of positions given this title and should not be construed as a declaration of specific duties and responsibilities of any particular position. Employees will be assigned specific job-related duties through their hiring departments to address the needs of the school and changing business practices. Specific job-related duties assigned by hiring departments shall be consistent with the representative essential functions listed above and shall not be construed as expanding a particular position's role, scope, or FLSA status.